RFP RRRC-2023-11.Transportation.in.Rappahannock - Addenda.1.pdf

RAPPAHANNOCK-RAPIDAN REGIONAL COMMISSION

REQUEST FOR PROPOSALS | RFP # RRRC-2023-11

ADDENDA #1: QUESTIONS AND ANSWERS

Questions in response to the above-referenced RFP were due by 5:00 p.m. on December 8, 2023.

Questions and answers are provided below.

PROJECT INFORMATION/SCOPE

1. What is envisioned for this grant project?

A service project operated by the selected transportation provider with involvement from the contractor in the role of coordination, operations, and data collection to ensure that the grant goals are met with sufficient data to justify future replications.

2. In Section XIII, #4 part (d) the RFP requires a “statement addressing requirements in section X.3.

(a) (b) (c). As section X.3. (a) (b) and (c) are driver requirements to (a) submit to a background check, (b) complete mobility center training and (c) complete dementia friendly mental health first aid training, is this “statement addressing the requirements” to be an affirmation that the organization and or prospective vehicle operators intend to comply with section X.3.(a)(b)(c)?

Yes, a statement confirming the offeror’s willingness to complete the requirements will be sufficient.

Training will be designated/provided by the Mobility Center/RRRC and/or organizational sourced training will be approved by RRRC.

3. The RFP indicates that selection date is January 18th 2024 and a start date of January 2024. Will the RRRC consider a negotiated project start and end date to allow for award, driver recruitment, driver training and capital acquisition?

There is some flexibility, but given the end date of the funding source being September 30 and the desire to provide service for as long as possible within that timeframe, we are limited in the amount of time before beginning the service.

OPERATIONS & VEHICLE QUESTIONS

1. Is there a preference for how money is used, i.e. purchasing a vehicle or not purchasing a vehicle?

No, there is no preference; the option to purchase a vehicle was incorporated into the grant to create an opportunity for service providers to expand options into the Rappahannock area for this project.

2. Can any vehicles be purchased for 30k?

Based upon our research, there are several options for smaller non-ADA, non-van, vehicles around this price point. Again, purchase of a vehicle is not an absolute requirement of the project.

3. Where will the vehicle need to be staged?

The majority of rides will begin in Rappahannock County; RRRC staff may have the ability to identify a partner program that will allow the vehicle to be parked at a location in Rappahannock County, if needed.

4. Will this service cross county lines or will this service only serve inside the boundaries of the

County of Rappahannock?

Almost all transportation will originate in Rappahannock and travel out of the county due to the lack of available medical and other services. The most common destinations are anticipated to be Fauquier

County, Culpeper County and Warren County.

5. Will there be an on-demand service?

The majority of rides will be prescheduled, although there may be times when Mobility Center staff know there is a gap in the schedule and receive a unique call for a ride. In such a situation, RRRC would envision Mobility Center staff coordinating with the driver to determine if they can accommodate the request.

6. What manner of communication will be utilized by the dispatch center to coordinate ride requests and reservations with the contractor’s vehicle operator initially and throughout the day?

As listed in the RFP, the Mobility Center will provide an electronic listing of the schedule for each day to the Contractor via email. If changes are needed to the schedule on the same day the Mobility Center staff will call/text with the contractor to coordinate.

7. The RFP requires prospective bidders to provide a listing of the contractor's fleet. Does the RRRC require the entire fleet owned and operated by the proposer to be listed and provided, or, does the RRRC require only the listing of the fleet vehicles proposed to be used in the operation of the service as defined by the RFP be provided?

A listing of vehicles anticipated to be used for the services defined in the RFP will be sufficient; as indicated in the RFP, these should be non-commercial non-ADA passenger vehicles.

8. In Section X part 2(a) of the RFP, the vehicle is required to be no older than a 2004 model. In

Section XI in the fourth bullet point the vehicle is required to be purchased new and no older than a 2020 model. Is it correct that a used vehicle may be placed in to service if the cost of capital is bundled in the CPH, but if the bidder exercises the option of utilizing up to $35k of the project total on capital up front that the vehicle must be new and no older than a 2020 model?

Yes, that is correct.

9. Will this service close in conjunction with other RRRC services in instances of inclement weather?

Services will follow first the contractor’s weather policies, second the policies and/or guidance from

RRRC. We anticipate working with the selected operator to ensure safety of clients and drivers is prioritized.

10. Please explain the expectations of “door to door” service with regards to passenger assistance from the vehicle and assistance with passenger carry-on items.

The driver is expected to provide individuals with guidance and nominal support to exit and enter the vehicle, pick-up and drop-off locations, etc. Drivers are not trained to provide medical support, but are expected to get in and out of the vehicle, be competent and willing to provide verbal guidance, hand/arm guidance, and other forms of untrained assistance. At times the individuals served may be vulnerable and need significant support – the driver would be responsible for communicating/advocating these needs to the Mobility Center to ensure they are served through the correct transportation resource and all parties safety is considered/respected.

11. The RFP indicates that fuel is reimbursed separately from the hourly billing rate as calculated by mileage. Is fuel reimbursement by miles traveled based on gross mileage or based on first stop to last drop off?

The structure of this reimbursement is negotiable but will not include travel for the contractor to the start locality – for example mileage will almost always begin in Rappahannock, rather than from the location from which the contractor begins their commute.

TRAINING

1. Can the training requirements be replaced with PASS?

No, the PASS training is only a basic requirement. The drivers will be providing support to particularly vulnerable individuals who will need some physical mobility support door-to-door or curb-to-curb, for this reason, extensive training is needed. If your program has internal training that can satisfy these needs it may be possible to use them to satisfy this requirement.